Post Number : DBS-101

Grade : G-6

Parent Sector : Bureau for Digital Business Solutions (DBS)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract : Fixed Term

Duration of contract : 2 years with possibility of renewal

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 05-SEPT-2022

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

Only candidates who are entitled to work in France can apply to this position

OVERVIEW OF THE FUNCTIONS OF THE POST

Long Description

The incumbent reports directly to the Chief Information
and Technology Officer (CITO) and works closely with the management team
of the Bureau for Digital Business solutions. He/she coordinates and
delivers a full range of variety of administrative support services to
ensure the effective functioning of the CITO Office. The incumbent will:

Long Description

• Manage the Director's agenda and
  schedule appointments. Receive and filter the Bureau Director's
  telephone calls, providing information and re-directing calls, where
  possible, to the appropriate unit. Make travel and mission arrangements.
  Organize meetings, prepare correspondence and assemble documents for
  these meetings/missions, as well as take notes and follow up on required
  actions.
• Facilitate interaction and information
  flow between the Director and staff members of the Bureau; identify and
  bring sensitive complex and urgent matters to the attention of the CITO.
• Receive, analyze, register and
  distribute incoming correspondence and other documents. Determine the
  importance and priority of documents received and whether they should be
  seen by the Director or handled directly by technical/information
  specialists within the Bureau/sections, and establish deadlines for
  required action or reply. Follow up with Section Chiefs and other
  professionals on deadlines for answers or other required actions.
• Prepare correspondence (often high
  level) and answer to requests for information on Bureau
  technical/informations and activities, providing relevant documentation.
  Review correspondence and other documents prepared in English and/or
  French for the signature of the Bureau Director, and make or recommend
  changes to format, style, spelling or grammar, as well as make informal
  translation of documents.
• Establish and maintain the Bureau's
  files and reference systems for documents and correspondence, as well as
  procedures for the processing and approval of documents. Provide
  instructions and guidance to other support staff within the Bureau and
  to new Professional employees on UNESCO policies, procedures and
  practices related to administrative matters, the preparation and
  handling of documents and correspondence, relations with Member States
  and the organization of statutory and other meetings and missions, and
  on the office automation tools used by the Bureau.

Long Description

• Prepare/process various documents (e.g. minutes briefs, reports,
  briefings, contracts, budget and other documents). Reformat or finalize
  the formatting of documents using various software (e.g. MS Word,
  PowerPoint, Excel, Visio, etc... ). Collect and organize information and
  data related to the Bureau technical/informations and activities from a
  variety of sources (Internet, office files, records, etc... ) and
  present it in various formats as required. Enter information and data
  into central computerized systems (e.g., leave reports system, etc).
• Provide assistance and support in Human Resources activities.
  Prepare documentation to facilitate different HR transactions
  (recruitment, classification, training, etc.) and maintain a log of
  transactions in process. Follow up on the status of requests. Maintain
  records/HR files for the Bureau. Maintain organization charts up to date
  by tracking post and staff changes, updating charts and submitting them
  to the supervisor for management approval. Maintain leave
  records/schedules and provide information on the rules and procedures
  regarding leave and provides advice and guidance on the resolution of
  leave related issues.
• Perform additional activities that may be required to ensure the smooth operation of the CITO office.

Long Description

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical, and/or vocational education

Work Experience

• A minimum of eight (8) years of relevant work experience in
  secretarial, office coordination, administrative or related functions.

Skills and competencies

• Excellent communications skills (oral and written), including excellent drafting skills in English and French.
• Strong service-oriented skills and ability to deal efficiently and
  tactfully with different internal and external partners/institutions and
  other stakeholders at all levels in a multicultural environment.
• Excellent organizational and coordination skills with ability to
  take initiative, establish priorities and monitor own work plans.
• Ability to deal with complex and sensitive situations and flexibility to adjust work schedules, tight deadlines and priorities.
• Sense of diplomacy, discretion and professional integrity.
• Excellent IT skills (Outlook, Word, Excel, PowerPoint, etc..).

Languages

• Excellent knowledge of English and French (both written and oral).

DESIRABLE QUALIFICATIONS

Education

• A university degree would be preferable.
• Specialized training/certification in administration and/or secretariat.

Work Experience

• Working experience in an IT or digital environment
• Working experience within the UN System or another international organization/institution.

Skills and competencies

• Knowledge of information technologies

Languages

• Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, and/or Spanish).

ASSESMENT

An assessment exercise may be used in the evaluation of candidates

BENEFITS AND ENTITLEMENTS

UNESCO’s
salaries consist of a basic salary and other benefits which may include
if applicable: 30 days annual leave, family allowance, medical
insurance, pension plan etc.

For more information in benefits and entitlements, please consult ICSC website.

SELECTION AND RECRUITMENT PROCESS

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